US Executive Assistant & Office Manager Commercial

About us

Hansa Biopharma is a fast-growing, commercial-stage biopharmaceutical company, pioneering the development and commercialization of innovative, lifesaving and life altering treatments for patients with acute or complex immune disorders.

Our broad therapeutic pipeline based on the company’s proprietary IgG-cleaving enzyme technology platform has potential to address serious unmet medical needs in autoimmune diseases, gene therapy, and transplantation.

By empowering our people we move our projects forward with high speed, efficiency and scientific excellence. We strive to attract leading talent from around the world, broaden our network of partners and establish a presence in key markets around the world. There are many opportunities for highly qualified, motivated, and passionate team players to join us on our exciting journey.

Hansa Biopharma was founded in 2007, with the corporate headquarters in Lund, Sweden and has operations in other European countries and in the US. The Company has been listed on the Nasdaq First North Growth Market Stockholm from 2007 to 2015 and on the Nasdaq Stockholm since 2015.

We are seeking a highly experienced Executive Assistant and Office Manager, to support Hansa’s Chief Operating Officer (COO)/US President and Chief Legal Officer.

This position will be based in Hansa’s NYC office and requires on-site presence, once the NYC office (Manhattan) is established. This is not a hybrid or remote position.

This job description outlines key responsibilities but does not include all potential tasks or duties.

• Manage calendars, meetings and appointments for the COO and CLO
• Travel coordination for COO and CLO (flights, trains, hotels and other forms of transportation, both domestic and international)
• Meeting planning, including coordinating on-site and off-site meetings with external and internal stakeholders
• Manage conference/congress registrations and support, as requested
• Arrange and provide support for internal and external meetings
• Oversee and manage contracts and ensure filing in contract management system
• Handling of confidential information
• Lead or support ad hoc projects as assigned by COO and CLO

• Support the establishment of Hansa’s NYC (Manhattan) office
• Main point of contact with the property manager, submitting work orders and communicating important notices with the team
• Manage daily operations of the office including managing vendors for cleaning, catering and other office materials
• Ensure overall office cleanliness, including common areas, conference rooms and kitchen spaces
• Manage incoming calls, mail and deliveries
• Organize office events, as requested
• Collaborate with other Executive Assistants in Hansa’s office in Sweden, to ensure seamless communication and coordination of information and meetings
• As requested, support Hansa’s other C‑suite executives when visiting NYC

• Degree from an accredited college or university
• 10+ years of experience as an Executive Assistant
• 5+ years of experience supporting C‑suite executives
• 5+ years from the pharma/biotech industry
• Experience working for an international biotech company is preferred
• Highly proficient with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams)
• Strong working knowledge of other IT systems (e.g. Contract Management Systems, Sharepoint, Travel & Expenses systems, Zoom)
• Ability to interact with all levels of the organization
• Strong organizational and communication skills
• Ability to manage multiple, sometimes conflicting priorities, in a fast‑paced environment and ensure smooth and efficient flow of day‑to‑day operations
• Sensitivity and discretion in handling confidential matters

Working at Hansa is more than a job for us, and our culture is characterised by pride — pride in what we do, in our company, and in what we have achieved and will accomplish for patients around the world.

Our culture is built on our core values:
Accountability
, Courag…